Travel management services tender for city of cape town (2027-2030)

SCM Contact: Email: [email protected]. Submission address: Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town. Appeals/legal queries: City Manager - C/o Manager: Legal Compliance Unit, 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001, Email: [email protected]. POPIA/access to information: City Manager - C/o Information Officer, 20th Floor, Tower Block, 12 Hertzog Boulevard, Cape Town 8001, Email: [email protected] or [email protected]. Supplier Database Registration: Supplier Management Unit, 2nd Floor (Concourse Level), Civic Centre, Tel: 021 400 9242/3/4/5.

Submit a sealed envelope with the tenderer’s name, address, tender number (258S/2025/26), description ('PROVISION OF TRAVEL MANAGEMENT SERVICES FOR CITY OF CAPE TOWN'), tender box number (209), and closing date. Deposit in Tender Box 209 at the Tender & Quotation Boxes Office, 2nd Floor (Concourse Level), Civic Centre, 12 Hertzog Boulevard, Cape Town before 10:00 on 06 July 2026. If the box is full or the submission is too large, enquire at the public counter for alternative instructions. Tenders submitted by facsimile or email will be rejected. Required returnable documents include all schedules in Annexure F (e.g., F.5: Declaration of Interest – State Employees, F.6: Conflict of Interest Declaration, F.7: Declaration of Past SCM Practices, F.8: Authorisation for Deduction of Outstanding Amounts, F.9: Certificate of Independent Bid Determination, F.10: Proposed Deviations and Qualifications, F.13: Information to Be Provided With the Tender). Alternative tenders (if submitted) must be in a separate sealed envelope marked 'Alternative Tender' and must include a main tender offer. Late tenders will not be considered. Ensure all documents are signed, completed, and submitted in the prescribed format.

Mandatory requirements: Must be IATA-accredited (certificate in tendering entity’s name, valid at closing). Must be registered on the CCT Supplier Database and National Treasury CSD. Tax compliance with SARS (or exemption for foreign suppliers). No restrictions due to past SCM abuse or legal violations. No conflict of interest with CCT employees, advisors, or bid specification committee. Submission of all returnable documents (e.g., declarations, certificates, CVs). Must achieve minimum 60/100 functionality score. Functionality criteria: Transition-in Plan (max 10 points), Booking Process (max 15 points for methodology, 10 for online tool, 5 for after-hours support), Company Experience (max 20 points: 10 for value of work per client, 10 for years of experience), Client Feedback (max 25 points via reference letters), Office Management (max 3 for key staff CVs), Account Management (max 15 points for Amex Lodge Card, Bill Back Account, MIS Reports). Evaluation stages: Functionality (minimum 60/100), then price. Two tenderers may be appointed (winner and alternative).

Scope: Provision of Travel Management Services for the City of Cape Town. Mandatory: IATA accreditation (certificate must be valid at closing and in the tendering entity’s name). Services required: End-to-end travel booking (flights, accommodation, car hire), online booking tool, after-hours/emergency support, data migration, traveller profile changeover, training, process/policy alignment, communication strategy, and transition planning. Deliverables: Transition-in Plan (detailed methodology for service implementation without interruptions), booking process methodology (end-to-end narrative, sample itineraries, multi-component booking management, turnaround times), online booking tool description (overview, access method, system requirements, user experience), after-hours/emergency support structure (escalation process, response/resolution times, 24/7 capability evidence), client reference letters (past 5 years, signed, with scope/duration/performance ratings), CVs for key staff (Customer Liaison/Key Account Manager, Supervisor/Travel Management Consultant, Financial Controller, After-Hours Consultants), Amex Lodge Card processes (proforma invoices, itemised billing), Bill Back Account processes (weekly statements, invoice details), MIS Reports (spend analysis, savings, carbon footprint tracking, open tickets, cancellations, refunds). Contract period: 01 July 2027 – 30 June 2030.

Tender fee: R200 (non-refundable, for hard copies only; not applicable for website downloads). Pricing must comply with the Price Schedule (C.4). Required financial documents: Pro-forma Performance Security/Guarantee (Annexure C) and Advance Payment Guarantee (Annexure D) may be required. Contract Price Adjustment and Rate of Exchange Variation (Schedule F.1) may apply. Financial capacity: Tenderers must demonstrate ability to handle travel volumes (see Annexure G) and provide verifiable financial records. Pricing validity: Tender offers must remain valid for 120 days post-closing, extendable to 12 months (or longer with mutual agreement). Payment terms: As per CCT’s standard terms; ensure compliance with all pricing instructions.

Mandatory: IATA accreditation (certificate required, valid at closing, in tendering entity’s name). Registration: CCT Supplier Database (register at Supplier Management Unit, 2nd Floor, Civic Centre, or via www.capetown.gov.za; must be completed upon request) and National Treasury Central Supplier Database (CSD) (register via https://secure.csd.gov.za; must be completed upon request). Tax Compliance: Valid Tax Compliance Status PIN (issued by SARS) must be submitted with the tender and recorded on the Details of Tenderer. Each party in a Joint Venture/Consortium must submit a separate PIN. CCT will verify tax compliance via CSD or e-Filing. Required returnable documents: Schedule F.5 (Declaration of Interest – State Employees), Schedule F.6 (Conflict of Interest Declaration), Schedule F.7 (Declaration of Past SCM Practices), Schedule F.8 (Authorisation for Deduction of Outstanding Amounts), Schedule F.9 (Certificate of Independent Bid Determination), Schedule F.10 (Proposed Deviations and Qualifications). B-BBEE: Preference points for Specific Goals (submit verifiable documentary proof; see Preference Schedule). Joint Ventures must describe work allocation per party. Additional: No restrictions due to past SCM abuse, legal violations, or conflicts of interest. Must not be an advisor/consultant to CCT with prior or current obligations creating unfair advantage.